Creating workflows

In terms of efficient client management, designing your own workflows for miscellaneous scenarios shall optimize your working process, avoid negligence or ignorance of any user, and save your time and effort.

1. Go to Setup > Settings > Workflow.

2. Click Create New.

3. Set up the rule and criteria of the workflow.

a. Rule Setup: Define what kind of working process the workflow is created for.

Item	Description
• Workflow Name	Create an easily distinguishable name for the workflow.
• Description	Optionally describe the workflow in detail for your users’ reference.
• When	Define a rule or circumstance to trigger the workflow automatically. The circumstances include the following: ⦾ Lead creation ⦾ Lead update ⦾ Lead creation or lead update ⦾ Account creation ⦾ Account update ⦾ Account creation or update ⦾ Opportunity creation ⦾ Opportunity update

Note: The circumstance by default is none. Ensure you define a proper rule. As the selected rule is changed, the criteria and trigger actions configured will be refreshed and disappear.

b. Criteria: Click New Filter to add and designate one or more field labels to confine the workflow to specific conditions.

Item	Description
• Field	Pick a field label from the selection list and select a condition that meets your demand. The selectable field labels all initiate with “New”, indicating to replace the original configuration.
• Condition	The conditional options vary with the data fields. If the selected data field denotes a string input, any data of your leads / accounts / opportunities that is equal to, starts with, or contains that string would be included for the workflow. If the selected data field denotes a number or date, the workflow would appropriately apply to any of your leads / accounts / opportunities that match the information equal to, greater than, or less than the specified number or date.
• Value	Manually enter a specified value for the selected data field, and the value could be a specific client name, an affiliate ID, a place name, an integer or other numbers, or an email address. ⦾ User Input: Enter a string or text that is corresponding to the field label and condition you select. ⦾ Function: No data. ⦾ Compare: Compare a selected data field with the defined value to filter data.

c. Trigger Actions: Click Add Trigger. When the defined rule and criteria occur, the field labels designated in this section will be updated in accordance with your input value.

Item	Description
• Trigger	Update Fields will be selected as a default setting.
• Object	Select a proper object.
• Actions	After you select a proper object, click Add Action and select desired field label(s) to be triggered and updated as per the value you specify. ⦾ Field: The selectable field labels here are those you have created. Pick one from the selection. ⦾ Action: The action is User Input by default. The options are: - User Input: Enter a string or text that you would like to replace the value of the designated data field with. - Distribution: This action is designed for lead allocation. Select “Owner” for the data field and select “Distribution” to distribute new leads to a specific account manager (owner) or to allocate those to multiple account managers. ⦾ Value: Specify the value that you would like the selected field label to update to. If “Owner” is selected as the data field and “Distribution” is selected for Action, click the pie icon to add users for allocation.

4. Click Save to save all the configurations you make.

To enable one or multiple workflows, tick the status checkbox of the desired workflow(s).

Example of lead allocation

Take new lead allocation, for example. There are two methods to set up lead allocation. One is to assign new leads from a certain country to a specific account manager (owner). The other is to allocate new leads to multiple account managers (owners) and weight the allocation percentage for each account manager.

The following screenshot demonstrates the first method. When new leads come from Australia, the data field “Owner” will be automatically updated to the value of “User Input”, usually the name of the desired and designated account manager.

The second method for lead allocation is shown as below. When new leads come from Australia, select the data field “Owner”, select the action “Distribution”.

Click the magnifier icon on the Value bar to bring up the picklist configured for the data field, and tick one or multiple persons to add as the value.

Then click the pie icon to weight the percentage for each person.